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Job Description

Arch-Vision Workgroup is a leading project management consulting firm in Nigeria specialising in comprehensive project management services.

We assist clients with high-value projects achieve their project goals and business objectives. As part of our services, we support organisations in the management and realisation of their strategic initiatives and projects.

All our project teams work with a disciplined, dedicated and highly professional approach to managing projects and delivering business results. Our long reputation for honesty and integrity in business dealings instills the necessary trust and confidence we enjoy from our clients and the teams we work with.

We are seeking a Project Administrator

In this role, you will work as a Project Administrator on our projects.

The Project Administrator handles project administrative responsibilities for at least 2 and at most 3 active projects, supports the Project Manager and Project Team in planning, managing, coordinating, directing and monitoring the project.

The role will provide administrative support to the Project Manager throughout the project lifecycle and is accountable for monitoring on-site project progress, coordinating other parties and resolving all project administrative issues and ensuring that all project deliverables are met or exceeded.

Primary Responsibilities

1. Project Planning
a) Assist project manager in estimating resources required to achieve project goals
b) Coordinate the necessary action for planning or updating schedule, scope, risks, cost and other planning activities
c) Coordinate actions required to develop the project management plan, stakeholder analysis, requirements analysis and other planning data
d) Oversee appropriate actions to obtain permits
e) Assist in co-ordinating soil tests and other preconstruction activities to determine suitability of the site for the proposed construction works

2. Project Closure
a) Coordinate the actions necessary for handover of work sections and the whole project including inspections, testing and commissioning, preparation of closure reports
b) Coordinate project close-out conference, post project reviews and lessons learned conference
c) Prepare and submit milestone closure reports, project closure reports, work sections final reports, lessons learned documents and all reports required to close projects
d) Monitor the projects defects close-out process, the preparation of the defects list and keep the records of the defects register up to date
e) Collect and record all closeout documents including warranty documents, Maintenance Manuals, Contract Closure Documents and compiles them for submission before final project completion

3. Communications Management
a) Assure smooth communication between project team members and ensure information is circulated efficiently
b) Ensure timely responses to submittals and generally assist in resolving all technical and contractual issues.
c) Ensure there clear, reliable and timely information is communicated to all project stakeholders and other stakeholders

4. Reporting and Recording
a) Submit daily, weekly and monthly reports of project activities, progress, risks and opportunities to be sent to the clients and stakeholders.
b) Collect and record work progress from contractors and consultants (test reports, valuation reports, progress reports, photos, daily diaries, etc.)
c) Prepare, update and submit all project logs and registers weekly.
d) Assist in conducting and reporting team and project performance measurements
e) Collect and record valuation reports and other reports obtained from consultants and ESPs

5. Quality Assurance and Control
a) Conduct Adhoc inspections and routine site inspections
b) Compile all non-conformance reports, track all nonconformance reports and monitor the disposition of all issued nonconformance reports
c) Coordinate the QA/QC meetings with the contractors and subcontractors’ personnel
d) Coordinate with contractors’ teams on the schedule for inspection of work elements to ensure adequate staff is available for QC inspection, sampling, and testing
e) Collate test results and present the results to stakeholders using the distribution matrix

6. Issue and Risk Management
a) Report and make recommendations on conflicts or disputes concerning instructions, problems arising on the site, discrepancy on drawings or specifications and ensuring all site technical issues are resolved to avoid any possible delay.
b) Identify and log potential risks and devise response plans proactively
c) Track risks, issues and action items to ensure performance and closure

7. Meetings Coordination
a) Organise schedule coordination meetings, Cost management and review meetings, Quality review meetings, Risk assessment workshops, requirements review/validation meetings
b) Prepare and submit meeting reports, meeting minutes, action points, agendas etc and distribute using the approved project distribution matrix

8. Control of Documents and Records
a) Assure all construction documents issued for the works are correct and current status
b) Ensure all changes to specifications, work scope and drawings are documented and issued promptly to contractors
c) Ensure the verification of documentation and certificates for materials purchased by suppliers
d) Obtain all closeout documents including warranty documents and compiles them for submission before final project completion

9. Contract Management and Change Management
a) Manage project changes using the change control process
b) Process and track invoices and payments
c) Ensure all changes to specifications, work scope etc are documented and issued promptly to contractors and subcontractors
d) Conduct the performance reviews of contractors, subcontractors and consultants

10. Other Duties as Assigned
The Project Administrator assumes other responsibilities as assigned by the Project Manager and PMO.

This job description has been designed to indicate the general nature and level of work performed by the role of the Project Administrator.

It is not designed to contain or to be interpreted as a comprehensive inventory of all duties, and the Project Administrator will be required to undertake other duties tasks and projects as required.

Qualifications and Experience

• 5+ years’ proven experience working on projects, preferable in a similar environment
• At least 1 certification relevant to Project Management
• Minimum of a first degree in building related discipline

Skills and other requirements

• Can track projects using MS project
• Is highly proficient in the use of Microsoft Office applications
• Can organise and conduct site meetings and project meetings
• Can prioritise workload and multitask
• Demonstrated analytical skills with ability to organise data efficiently and prepare reports
• Can effectively interpret architectural and structural drawings
• Can perform quality inspections
• Has good written and oral communication skills
• Has proven capability as a self-starter
• Has ability to effectively undertake work independently or as part of a team

Location: Plot 23, Water Corporation Drive, Victoria Island, Lagos, Nigeria